WILSTEAD VILLAGE HALL INFORMATION
Wilstead Village Hall is run and maintained by Wilstead Village Hall Management Committee (referred to as WVHMC). The Terms and Conditions of Hire must be read before making a booking request and apply to all areas hired within the Village Hall. The Hirer must be a person over 18 years of age.
Hours of Opening for Hirers
Following the Hall Premises Entertainment Licence, the Hall's opening hours are 8.00 to 23.30 Monday to Saturday, and 8.00 to 22.30 on a Sunday. Outside these times, only in exceptional circumstances may there be anyone in the Hall. Failure to comply with this will result in the forfeiture of the refundable deposit
All time spent in the Hall has to be paid for. Therefore, entering, all preparation, clearing up, cleaning and vacating must be included in your booked session time and paid for.
Therefore, subject to availability, the hours available for hiring the Hall are:
08.00 – 23.30 Monday to Saturday
08.00 – 22.30 on a Sunday.
Hirers are asked to ensure that the premises are clean and tidy as found, before leaving the premises, otherwise the refundable deposit may be partially or fully retained. Under exceptional circumstances it may be possible to extend this time. However, permission must be granted from the WVHMC before making any written application to Bedford Borough Council. Failure to do so may lead to cancellation of the booking and forfeiture of the booking fee. The WVHMC has the ultimate authority on this subject and NOT Bedford Borough Council.
Rates
The schedule of current rates can be downloaded HERE.
Please note that the rates of hire are reviewed annually and this may lead to an increase from April 1st. On booking, an invoice will be emailed to hirers. The refundable deposit is payable within seven days of the invoice date and the full hire cost must be paid by 28 days before the date of the hired event. If payment is not received within the stated time, the booking will be cancelled and the date will become available on the online calendar. The deposit will be refunded within 14 days of the event assuming our Terms and Conditions of Hire have been complied with. This fee includes the use of a kitchen, tables, chairs, cutlery and crockery etc. See list of equipment available for Hirers HERE. All breakages must be reported to the Caretaker and may have to be paid for.
Capacity
The total number of people within the whole Hall, as defined in the Premises licence, shall not exceed 200. However, realistically there is only room for 175 people standing using the main hall, 150 people sitting in rows in the main hall and 100 sitting at tables using the main hall. The two halls are connected by double opening doors.
The main hall is 15 metres by 8.6 metres. The stage is at one end of the hall and access to the kitchen is through a hatchway towards the other end of the hall.
The small hall is 7.4 metres by 4.3 metres. The kitchen is off this and a smaller kitchen is available to use when there is a separate booking in the main hall. This smaller kitchen is also the access door to the small hall when there is a separate booking in the main Hall.
The smaller kitchen can be used as a bar area when the whole hall is booked.
Cancellation – See Terms And Conditions Of Hire
Car Parking
The Hall has a small carpark for approximately 6 vehicles, including two disabled parking places but please do not block the route to the fire assembly point. Further car parking is available in the Village Carpark in Whitworth Way, about 50 metres east. WVHMC ask hirers to inform their clients/guests to use the carpark on Whitworth Way. The Hall is sited next to a busy public road and this must not be obstructed by parked vehicles. Ask the Caretaker to unlock the back gate for easy pedestrian access from the Whitworth Way Car park if required.
At the beginning of the Hire
The Caretaker will meet you at the start of your booked time. The Hall must not be left unattended at any time and the Hirer, or authorised representative, is responsible for the whole booking and must be present at all times during the event, until the Caretaker returns to take charge. The Hirer must ensure that noise is kept to a minimum on arrival and departure, particularly late at night and early in the morning, and shall also ensure that noise during the Hiring is such as not to cause annoyance to residents in the locality of the Hall or cause injury to any person.
During the Hire
Children must be supervised at all times and not allowed to play on the stage for safety reasons. The Hirer shall be responsible for ensuring that any activities for children comply with the statutory provisions in force at that time and that only fit and proper persons have access to children whilst children are in the Hall. The front door, windows and outside doors from the small hall must be kept closed during music and loud sessions so as not to disturb the neighbours. The use of any electrical music producing equipment must be plugged into the noise limiter on the stage. This has been calibrated under guidance from the Local Authority Environmental Health Officer. The noise limiter will cut out the music producing equipment should noise levels exceed the set limit. We advise any Hirers concerned about their noise levels to test prior to the Hiring. The WVHMC will initiate the following actions in the event that the noise limiter is activated: First Activation/Reset - The power supply will need to be reset by contacting the Caretaker. Activation of the noise limiter is a breach of the hire terms and the refundable deposit will be forfeited. Second Activation - The power supply will not be reset and the Hirer will be asked to stop the event and everyone will be asked to leave the premises. The hirer will still be expected to ensure that the premises are left in a clean and tidy condition. Hirers must not connect any music producing electrical equipment/speakers/DJ facilities to any electrical sockets except the ones notified by the Caretaker. If this occurs, you will forfeit the refundable deposit and will be asked to stop the event and your guests will be asked to leave the premises. The hirer will still be expected to ensure that the premises are left in a clean and tidy condition.
At the end of the Hire
At the end of a hire an announcement must be made requesting that patrons leave quickly and quietly and with consideration for local close residents. This is very relevant for late night bookings.
The Caretaker will overlap with the Hirer at the end of the booked time. If the Hirer wishes to vacate the hall early then the Caretaker must be contacted and the Hall must not be left unattended until the Caretaker arrives to check the hall. At the end of the Hiring, the Hirer shall be responsible for leaving the Hall and surrounding area in a clean and tidy condition as found, including having wiped the tables and kitchen tops, and replacing any items temporarily removed from their usual positions. All bottles must be removed – but there is a recycling bin for CLEAN recyclable materials. If the dishwasher is used, the Hirer must make sure that it has been drained.
If the Caretaker advises the Hirer that further cleaning is needed and this is not carried out, then WVHMC will withhold some or all of the refundable deposit.
Selling of Alcohol
The Hall holds a Premises Licence for the sale of alcohol by hirers.
Alcohol can only be sold between the hours of
18.00 and 23.00 Monday to Friday
14.00 and 23.00 on a Saturday
19.00 to 22.00 on a Sunday
No alcohol shall be consumed outside the Village Hall building other than in the grassed area at the rear of the Hall. The Hirer shall be responsible for obtaining all such other licences as may be needed for the event. If you have any queries on licensing issues, please contact the Licensing Department of Bedford Borough Council on 01234 267422.
All rules about the selling of alcohol must be adhered to. It is illegal to sell alcohol to anyone under the age of 18 years old and only accompanied children to be allowed into the Hall when alcohol is being served.
Hirers are allowed to bring in their own alcohol for personal use under the Premises Licence.
Hiring of outside agencies
Bouncy castles, soft play and the hiring of outside entertainers (except for smoke and bubble machines) are allowed in the Hall but a height of 3 metres (10 feet) is the maximum height allowed inside. WVHMC ask that a floor covering is laid under a bouncy castle and the powered fan to help prevent damage to the floor but if not, the hirer is liable to any damage caused. WVHMC advises hirers who hire bouncy castles and soft play etc to check the insurance of the provider.
Insurances
The WVHMC has adequate Public Liability and Buildings and Contents insurance in place to cover its own responsibilities and liabilities. Please be aware that the WVHMC or its insurance company may take steps to recover from the Hirer the cost of any malicious or accidental loss or damage caused. Public Liability cover is not extended to the Hirer's responsibilities and liabilities. The Hirer shall be responsible for making arrangements to take out adequate insurance to protect themselves and others against all claims arising as a result of their hire and use of the Premises.
Facilities for disabled
All areas of the Village Hall are accessible to people with disabilities, except for the stage. There is an adapted toilet for their use in the front foyer.
Facilities for Babies
There are facilities for baby changing in the Disabled toilet. Hirers must tell carers to take home all soiled nappies to prevent smells for future users of this facility.
Animals
No animals (including birds), except support dogs, are allowed in the Hall, other than for a special event agreed to by the WVHMC. No animals are to enter the kitchens at any time.
Alterations/Decorations
No alterations or additions may be made to the Hall, nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the Hall without the approval of the WVHMC. Therefore, no use of adhesives (especially blu-tak and sellotape) on walls and paint work. As directed by the WVHMC, the Hirer shall make good or pay for any alteration or damage (including accidental damage) to the Hall or to the fixtures, fittings or contents and for loss of contents.
Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisement for any event taking place at the Hall and shall indemnify the WVHMC accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the Local Authority.
Fire Safety
In the event of a fire, the Hall should be evacuated in an orderly manner using the appropriate exits, toilets checked for people and the Fire Brigade called by dialling 999. There is NOT a phone in the Hall. The Fire Assembly area is accessed through a pedestrian gate at the front of the Hall next to the school and is in the school front car park. More space is available through the school car park gate and onto the pavement outside the school playground. The exact location of the Fire Doors and Fire Extinguishers must be noted before the Hall is occupied and the manner of opening Fire Doors should be made known to your guests If the Fire Brigade is called to any outbreak of fire, however slight, details thereof shall be given to the WVHMC.
Fire Safety Rules
- All fire doors must be kept closed when not in use and NOT wedged open.
- All means of exit from the Hall must be kept free from obstruction and immediately available for instant free public exit.
- That there are no obvious fire hazards on the premises. This includes NO naked flames, especially in table decorations.
- In addition to the Hirer, there shall be a minimum of three competent attendants on duty in the Hall to assist people entering and leaving, none of whom shall be less than 18 years of age. If most of the attendees are under 16, the number of attendants shall not be less than four. All persons on duty shall have been instructed as to their essential responsibilities in the event of a fire or other emergencies, including attention to disabled persons, the location and use of the fire- fighting equipment available, how to call the fire brigade and the evacuating procedure.
Emergency Lighting
The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the Hall is occupied (if not operated by an automatic mains failure switching device).
Heating
No heating appliances shall be used in the Hall without the prior consent of the WVHMC. There is not any air-conditioning in the Hall.
Health and Hygiene
If preparing or serving food, the Hirer shall observe all relevant food safety and health and safety legislation. The kitchen bins are for small quantities of rubbish and CLEAN recycling materials. Please speak to the Caretaker about the disposal of bulky rubbish.
Smoking (including the use of vapours and e-cigarettes)
Smoking of any sort is not permitted in the Village Hall. Smoking is only permitted outside, at least five metres away from any door to the Village Hall and cigarette stubs must not be discarded on the floor but in the bins provided.
Sale of Goods
If the Hirer will be selling goods on the premises, the Hirer must ensure that they comply with the Fair Trading regulations.