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KILLEARN COMMUNITY FUTURES COMPANY – Scottish Charity SC035472

KILLEARN VILLAGE HALL OPERATIONS COMMITTEE (the Committee)

CONDITIONS OF HIRE

Booking Procedure


  1. All bookings must be made through the booking convenor. To book an event please use our booking form, e-mail [email protected] or telephone 01360 550328. For an initial booking, or in the case of a single booking, the Hirer must complete an application form which will be found on the website and return it to the booking convenor by e-mail, or by mail to “Killearn Village Hall, Balfron Road, Killearn G63”. At this time the prospective hirer shall confirm on the booking form that he/she/they accept these Conditions of Hire.
  2. .Bookings are provisional until confirmed in writing by mail/e-mail and the appropriate payment is received.
  3. The Hirer has access only to these parts of the Halls specified in the notice of confirmation of booking.
  4. Payment for hire of the Hall or parts thereof in accordance with the current published Scale of Charges shall be made as follows:-
  5. Weddings and other single events over more than one day – full payment of agreed hire rate to be paid at time of confirming the booking. (see also clause D. Cancellation policy below). Payment to be received within 3 weeks of the booking being confirmed.
  6. All other one off events, payment to be paid in full at time of booking.
  7. For local organisations making multiple bookings, ie every week or month etc, invoices will be issued at the end of the month after each event and payment shall be made within 15 days.
  8. For multiple bookings from Hirers not resident within Killearn, payment for each block of 4 events or part thereof is to be made in advance.

Cancellation Policy 

 In the event that a hirer has to cancel a confirmed booking, a percentage refund of any up front payment that has been made will be paid in accordance with the following timescales:-

1.Weddings – cancellation more than 6 months before the booked date – 90%

cancellation between 6 & 3 months before the booked date – 50%

cancellation less than 3 months before the booked date – 10%

2. All other one off bookings - cancellation more than 1 month before the booked date – 50%

cancellation less than 1 month before the booked date – 10%

3.Multiple bookings – cancellation charges will apply on the same principle as for one off bookings with a negotiated amount to be agreed according to the circumstances.

4. Requests for cancellations are to be submitted by email or in writing.

Hirers' Responsibilities

  1. The HIRER will, during the period of hiring, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage and the behaviour of all persons using the premises, whatever their capacity. Children are not permitted in the kitchen.
  2. The HIRER shall 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 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.
  3. 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.
  4. The HIRER shall ensure that sub-contracted activities such as mobile discotheques etc are fully insured against public liability for their operation. The committee has insured the hall for Public Liability risks falling within their responsibility.
  5. 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.
  6. The HIRER shall indemnify the Committee 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.
  7. 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 COMMITTEE shall be at liberty to make an extra charge.
  8. The Hirer shall ensure that all children on the premises are under adult supervision at all times.
  9. 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 Committee will impose a charge to cover the cost of any additional work that may result from failure to observe this condition.
  10. The Hirer must return after the event any keys provided for access to the hall promptly
  1. In the event of an emergency please telephone the Hall Supervisor (telephone number to be advised) If the Hall Supervisor is unavailable, please telephone Jim Wright 01360 550980.
  2. The HIRER shall note the location of fire fighting equipment and comply with all fire precautions and evacuation procedures as per notice (rules for users) in (to be advised once Hall is open) Smoking is not allowed anywhere on the premises and the HIRER shall ensure compliance with this rule. Smoke machines may not be used in the hall under any circumstances
  3. 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 halls.
  4. 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.
  5. 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 Halls. Additional attendants are required if those participating are mostly teenagers and young people. In addition to the HIRER all attendants should acquaint themselves with:

a. the location and use of fire equipment

b. escape routes and the need to keep them clear.

c. the necessity to close all fire doors.

d. operation of escape door fastenings.

A generic Risk Assessment report is published on the website here, and it is recommended that Hirers’ should read it. Where specific events pose additional risks the committee will produce a supplementary report and review it with the Hirer beforehand.

V2.2 6.13

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