01252 844 876

Hiring Conditions

General rules governing the use of the Victoria and Jubilee halls

Hartley Wintney, Hants RG27 8RE Telephone: 01252 844876 Registered Charity No 207055

Preamble: The management of the Victoria, Jubilee and Edward Halls is vested in the Management Committee of the Victoria Hall Charity, whose powers and composition are defined in the constitution, a copy of which may be consulted by application to the Chairman. Under the provisions of the constitution the Management Committee is empowered to make rules, or to withdraw or amend them.
1.  Use of centre
Use of the Victoria and Edward Halls and their facilities are subject to the following rules and, in the case of hirers, to certain standard conditions incorporated in the hiring agreement.
2.  Equal opportunities 
The halls shall be open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs or marital status.
3.  Applying to use the halls 
a)  Application for use of the halls shall be made to the Halls Administrator.
b)  The right to refuse any application for the use of the facilities is reserved to the Victoria Hall Management Committee or the Halls Administrator, provided that the Administrator reports his/her action to the next meeting of the Management Committee. The Management Committee may refuse an application to use the hall’s facilities if the use by a particular association or individual presents a risk of public disorder or of alienating the Association’s beneficiaries or supporters.
c)  All arrangements for the use of the facilities are subject to the Charity reserving the right to cancel bookings when the premises are required for use as a Polling Station or are rendered unfit for the intended use.
4.  Hours of opening 
Facilities at the halls are normally available for the use of hirers between the hours of 8 am and 11 pm on Mondays through to Thursdays and on Sundays; and 8 am to midnight on Fridays and Saturdays. In exceptional cases these hours may be extended on application to the Management Committee.
5.  Maximum Capacity
The Victoria Hall has a maximum capacity of 200 persons (concerts etc).
180 persons (seated for dinners etc)
The Edward Hall has a maximum capacity of 50 persons
These figures include helpers and performers and on no account shall they be exceeded.
6.  Safety Requirement
All conditions attached to the granting of the Halls’ Public Entertainment Licence, stage play or other licences shall be strictly observed. Nothing shall be done which will endanger the users of the building, and the policies of insurance relating to it and to its contents.
In particular:
a)  obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress.
b)  all groups are expected to co operate in the fire drills which are arranged at varying times in order to familiarise users with evacuation procedures.
c)  the emergency lighting supply must be turned on during the whole time the premises are occupied, and must illuminate all exit signs and routes.
d)  fire fighting apparatus shall be kept in its proper place and only used for its intended purpose.
e)  the Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Halls Administrator. There is a public telephone in the Entrance Hall and instructions by the telephone outline the necessary emergency procedures.
f)  performances involving danger to the public shall not be undertaken.
g)  highly flammable substances shall not be brought into or used in any part of the premises. No internal decorations of a combustible nature (eg polystyrene, cotton, etc) shall be undertaken or erected without the consent of the Management Committee.
h)no unauthorised heating appliances shall be used on the premises.
i)  the First Aid box shall be readily available to all users of the premises. It is located in the kitchen. The Halls Administrator shall be informed of any accident or injury occurring on the premises. All electrical equipment brought into the building shall comply with the Electricity at Work Regulations 1989. The Management Committee disclaims all responsibility for all claims and costs arising from the use of any such equipment that does not so comply. If in doubt please contact the Halls Administrator.
7.  Supervision
The hirer or person in charge of an activity shall not be under 21 years of age and shall be on the premises for the entire period of hire, or duration of the activity. He/she shall not be engaged in any duties which prevent him/her from exercising general supervision. When the premises or any part of them are used for the purpose of public entertainment, there shall be a minimum of two responsible persons on duty, neither of whom shall be less than 21 years of age, on duty where under 100 persons are attending the entertainment. The number of adult attendants required is increased in the following circumstances:
a)  where 100 to 249 people are present, to three.
b)  when the majority of those present at the entertainment are less than 16 years of age, and when many people with disabilities are expected to attend, the numbers of adult supervisors required will be increased.All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises and shall familiarise themselves with the fire fighting equipment provided.
8.  Safety of Young Children
No activities or groups involving young children under eight years of age will be permitted on the premises except with the written agreement of the Management Committee, which will require that the relevant provisions of the Children Act 1989 (see Community Matters Information Sheet No 30 “Children Act 1989”) and any conditions required by the Social Services Department are complied with before giving such permission. In the case of hirers, it is the responsibility of the organisers of the activities concerned to ensure that only fit and proper persons have access to young children, and that such persons shall at all times be in attendance upon young children who are on the premises for the activities concerned.
9.  Supply of Food and Drink
Following the building of the new kitchen the centre will be registered with the Local Authority as food premises. This will allow food to be prepared on the premises in accordance with the Food Safety (Temperature Control) Regulations 1995. Information about these regulations and copies of “A Guide to the general Food Hygiene regulations” can be obtained from the Halls Administrator.
10.  Intoxicating Liquor
No intoxicating liquors are permitted to be bought, sold or consumed on any part of the premises without the express permission in writing of the Management Committee, whose consent must also be obtained prior to seeking any Occasional Licence or Permission for the sale of alcoholic liquor. The bar must close no later than 11.30 pm or 30 mins before the end of the hire period, whichever is the earlier, and glasses must be cleared within 15 minutes.
11.  Music in the centre 
The premises are licensed with the Performing Right Society for the performance of copyright music. Users should, however, advise the Halls Administrator as to the frequency of musical performances during their activities. The Halls’ licence with Phonographic Performance Ltd (PPL), on the other hand, does not cover the performance of recorded music by hirers of the premises, who must consult the Halls Administrator before making arrangements for the use of recorded music. It is the responsibility of any independent user group which uses recorded music in its activities to check if it requires a licence from PPL and, if so, to obtain one.
12.  Betting, Gaming and Lotteries
Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries, and the persons or associations responsible for functions held in the centre premises shall ensure that the requirements of the relevant legislation are strictly observed.
13.  Storage
The permission of the Management Committee must be obtained before goods or equipment are left or stored at the centre, except that the Hall Administrator is authorized to grant permission for the overnight storage of goods and equipment brought to the centre for a particular function or event.
14.  Loss of Property
The Management Committee cannot accept responsibility for damage to, or the loss or theft of, hall users’ property and effects.
15.  Car parking
Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, the halls. Where parking accommodation is provided and available, this must be used, and in any case users of the halls should avoid undue noise on arrival and departure.
16.  Nuisance
a)  Litter shall not be left in or about the hall premises.
b)  Except in the case of trained guide dogs for the blind, dogs shall only be permitted on the hall premises in connection with organized activities such as dog training or dog shows.
c)  Hirers and organizers of events are responsible for ensuring that the noise level of their function is not such as to interfere with other activities within the building nor to cause inconvenience for the occupiers of nearby houses and property.
17.  Cleaning and Security
All use of hall premises and facilities is subject to the users accepting responsibility for returning furniture and equipment to their original position, and for securing doors and windows of the premises as directed by the Halls Administrator. All users shall also leave the premises and surrounds in a clean and tidy condition. All refuse must be properly bagged and taken off the premises or deposited in the refuse bin in the car park. Bottles, tins and cardboard also to be deposited in the relevant bins.

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