Rules and Conditions of Hire
The information below covers the rules and conditions under which hire is made, and the restrictions placed by Local Authorities on activity in the Hall - signature to a Hiring Agreement commits the hirer to their observance.

Hirers should read this information carefully, and consult the Hon. Secretary if they are in any doubt as to their meaning.

The information given on this webpage is in simplified form to make it easier to understand. It is abstracted from the Hirers' Handbook, which is available from the Hon. Secretary and contains the official version of the rules and conditions of hire;

Download those parts of the Hirer's Handbook that relate to rules and conditions, as a .pdf file.

If your computer is not able to read .pdf files,
then follow this link to download free software
called Adobe (R) Acrobat (R) Reader.

Here, "hirer" means an individual Hirer or, where the Hirer is an organisation, the authorised representative.


Some rules apply to all hirers, some are particular to certain categories.

The following rules apply to all hirers:

• There is a strict No Smoking policy within the confines of the Hall, and the hirer is responsible for ensuring that this policy is enforced during the period(s) of hire. (People who wish to smoke are asked to do so outside the building; hirers should encourage them to extinguishing cigarettes in the receptacle fixed to the wall outside the main entrance doors.)
  
  
• Licensing conditions allow the Hall to be open for events from 9.00 a.m. on any day. All events must be completed, and the Hall cleared of participants, by 11.00 p.m. on Mondays to Fridays, by 12.00 p.m. on Saturdays, and by 10.00 p.m. on Sundays.
  
  
• The hirer shall, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight or change of any sort, and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. No activity shall be carried out on any part of Toddington Village Hall Association's property, which might constitute a risk either to health and safety or to the Hall and surrounding properties.



• The hirer must not use the premises for any purpose other than that described in the hiring agreement 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 or bring on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof, nor allow the consumption of alcoholic liquor thereon without written permission.



• The hirer indemnifies Toddington Village Hall Association for the cost of repair of any damage done to any part of the property, including the curtilage thereof or the contents of the buildings, which may occur during the period of the hiring as a result of the hiring.



• If the hirer cancels the booking before the date of the event and Toddington Village Hall Association is unable to conclude a replacement booking, the question of payment or the repayment of the fee shall be at the discretion of the Association.



• The hirer must ensure that noise is kept to a minimum on arrival and departure.



• The hirer must ensure that no dogs except guide dogs are brought into the Hall.



• The hirer is responsible, at the end of the hiring, 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 Toddington Village Hall Association may make an additional charge. All Association furniture and equipment used by hirers should be returned (in a clean condition) to its place of storage at the end of an event. All refuse resulting from the hire shall be removed from the premises, placed in appropriate receptacles or dealt with as otherwise directed by the Association.



• Hirers must ensure that all equipment, goods or appliances brought to the Hall for use during the period of hire is removed at the end of that period, unless prior arrangements to the contrary have been made with Toddington Village Hall Association.



• The hirer should include time needed for preparation and clearing up in establishing the total period of hire required. The hirer is responsible for making sure that the premises are not left unattended and unsecured at any time during, or at the end of, the hire period.



• The hirer must leave adequate time at the end of events to ensure that the premises may be vacated at or before the end of the hire period, so as not to interfere with the needs of other users and to observe the Public Entertainment Licence Conditions for hours of use (see below).



• The hirer and/or other responsible persons present should be conversant with the location of first aid and fire fighting equipment and the procedures for emergency evacuation of the premises (which are clearly displayed at several points in the Hall). Such persons should do their best to ensure a complete, safe and orderly evacuation in the event of emergency.



• The hirer is responsible for ensuring that vehicles are parked only in the marked bays and do not obstruct any other areas within the car park, or the main access route, and that any vehicles left overnight by those attending the function are removed no later than 12.00 noon on the following day; that coaches do not enter the car park, but put down and pick up their passengers either outside the pedestrian entrance or at some other suitable point; and that if all bays in the car park are full, people attending the event do not inconvenience residents in adjoining properties or other road users by parking on Leighton Road or in Mander Close (outside and opposite the Hall).



• The hirer may not affix posters, handbills and the like which advertise future events to any part of Toddington Village Hall Association's property. Arrangements may however be made with the Hon. Secretary for their display, subject to available space. Temporary decorations shall not be erected or fixed in any way to any part of the Association's property without the prior consent of the Association.

If your computer is not able to read .pdf files,
then follow this link to download free software
called Adobe (R) Acrobat (R) Reader.

• The Hall is not permanently licensed for the sale of alcohol. If the sale or consumption of alcohol is required at an event, individual hirers may use the services of the holder of a Justices' On-Licence by arrangement with the Association. Bona fide voluntary organisations who are eligible under the Licensing (Occasional Permissions for Alcohol) Act 1983 should obtain the permission of the Toddington Village Hall Association before applying for an Occasional Licence. There is no restriction on the serving of alcohol to adults in the Hall, where no payment for the alcohol is made by those attending the event. However, the law takes both direct and indirect payment into account, and where there is any connection between payment and consumption, a licence may be required, e.g. where free drinks are advertised but participants pay an entrance fee to the event, or donations are accepted. The use of alcoholic drinks as raffle prizes does not require a Licence. Organisers who are in any doubt about the validity of serving free alcoholic drinks should seek advice from the Licensing Officer at Dunstable Police Station. The Officer's name and the date of the conversation should be recorded, so that an appropriate response can be made to any subsequent challenges.
  
  
• The hirer is responsible for obtaining such licences as may be needed, whether for the sale or supply of intoxicating liquor, from the Performing Right Society, from Phonographic Performance Limited or otherwise, and for the observance of the same.
  
  
• The hirer must 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 must comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates' Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
  
  
• If you hire the Hall to organize any event which is open to the public, whether or not an entrance fee is charged, you must read and comply with the Public Entertainment conditions; click here to download the conditions as a .pdf file.
  
  If your computer is not able to read .pdf files,
  then follow this link to download free software
  called Adobe (R) Acrobat (R) Reader.
  
  
• The hirer must, if preparing, serving or selling food, observe all relevant food, health and hygiene legislation and regulations.
  
  
• The hirer must ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order, and used in a safe manner.
  
  
• The Grant of Planning Permission by South Bedfordshire District Council imposes conditions on the amount of noise emanating from the site, so as to limit the inconvenience to adjoining residential properties. To enable these conditions to be observed, the hirer must ensure that all equipment used for the playing of music or for speech amplification is connected to the special power points on the stage which are linked to the noise limiting system, and that the rules for the operation of that system (which are displayed at the side of the stage) are adhered to strictly.
  
  
• The hirer shall ensure that whenever music is being played or amplification equipment is being used, all windows in the Hall are kept closed. Ventilation may be controlled by selective use of the air extraction system, instructions for the operation of which may be found at the rear of the main hall.
  
  
• The hirer must ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to children.
  
  

If your computer is not able to read .pdf files,
then follow this link to download free software
called Adobe (R) Acrobat (R) Reader.