Hire of The Whitminster Pavilion – Terms and Conditions of Use

The Whitminster Pavilion

WHITMINSTER VILLAGE HALL & PLAYING FIELD CHARITY

Registered Charity No: 277800

PITCHES & PAVILION HIRE 

 *Please note that there is only limited hire of the Football Pitch and Cricket Pitch and will not be available to book using the regular booking system*

All other bookings for the Pavilion are to be made through the Hallmaster here or scan the QR code:

Link to Pavilion Booking Calendar

Terms and Conditions

 General

  1. All Hirers must be over the age of 18.
  2. Each Club/Team or Private User Group must be fully insured with Public Liability Insurance to cover all risks and must indemnify the WVH&PF Management Committee against any claims or demands arising. A copy of your insurances is to be provided with this signed agreement.
  3. Each Club/Team or User Group must insure its own equipment if it is agreed you can keep it on our premises or any storage facility on our sites/premises.
  4. Each Club/Team or User Group or Hirer will be responsible for any claim for injury or damage to persons, property or loss of property, which may result from the hire or use of the facilities.
  5. The Hirer will also be responsible for any costs incurred because of damage caused through the misuse of the pitches or buildings including damage to maintenance equipment.
  6. Each Club/Team or User Group or Hirer is responsible to ensure that appropriate Risk Assessments are in place for any activity undertaken on Whitminster Playing Field and in the Pavilion.
  7. None of the equipment including electrical equipment, water-heating equipment, and building heating equipment should be interfered with, without prior permission from The Whitminster Pavilion Committee.
  8. Each Club/Team or User Group or Hirer must report any hazard or defect relating to the pitches or buildings to The Whitminster Pavilion Committee.
  9. All Hirers will be responsible to ensure all waste/litter (including players tape) is picked up following use. All rubbish bins should be emptied into the bins at the back of the pavilion if there is room or if not to be removed from the site.
  10. Waste must separate according to labels on the bins.
  11. All food waste must be removed from site at the end of each use.
  12. The General Public shall be allowed free access to the Playing Field at all times.
  13. Please note that Dogs are prohibited from the site (Playing Field, Car Park, Play areas and Pavilion)
  14. All Hirers and Users must park in approved areas only. In term – time, the adjacent Whitminster C of E Primary School has a licence for Car Park use during weekdays. Caution and consideration should be used at all times.
  15. Please note that the Playing Field may be used by the village primary school during your hire of the Pavilion.
  16. The Pitches and buildings must not be sub-let.
  17. Shall notice that the use of Inflatables/Bouncy Castles are allowed as long as its hirer has obtained and submitted a copy of the insurance certificate from the Inflatable/Bouncy Castle Supplier that covers use at our venue on the date of Hire.
  18. Bouncy Castles and Inflatables must be collected at the end of Hire of the venue.
  19. Whitminster Village Hall & Playing Field Charity will not be responsible for damage or loss of any inflatable/bouncy castle equipment under any circumstances.
  20. Helium Balloons are only allowed on the premises if they have been filled with gas away from the premises.
  21. Must not bring and use any type of gas or electrical heating equipment into the Pavilion.  Gas bottles for BBQ’s are permitted but must be used outside and not left on site.
  22. Any portable electrical equipment bought on the premises must be PAT tested with a copy of the certificate supplied to us.

Hire of the Changing Rooms and Showers

The Changing Rooms are cleaned prior to each use.

Before leaving the Pavilion, every Hirer is requested to: –

  1. Remove all rubbish/litter and empty into bins/bags provided and ensure no kit or equipment is left on the floor.
  2. Football boots should be removed before entering the Premises and mud cleaned off outside. The cleaning of boots inside the facility is not allowed. Toilets and Sinks are not for cleaning boots/equipment.
  3. Equipment should not be stored in changing rooms.
  4. The Dug-Outs provide storage space for Football Pitch equipment.
  5. All Clubs/Team or User Group or Hirer must, In the event of a fire in the changing rooms must have their own Fire Procedure in place for evacuation and an allocated muster point. This procedure must be shared with all visiting Teams.

WASTE

The Hirer shall ensure that all litter, cans and plastic bottles are picked from the outside areas and cleared away into the relevant waste disposal bins.

Alcohol Consumption

Private hirers can bring alcohol to their own event on our premises but must adhere to the Premises License as set our below and must not allow consumption by persons under the age of 18.

Private Hirers can sell Alcohol providing they follow the conditions under Hirers Selling Their Own Alcohol below and the Whitminster Village Hall & Playing Field Charity Premises Licenses also found below:

Licenced Area of Alcohol Consumption

Hirers Selling their Own Alcohol

 To be able to sell alcohol on our Premises you must obtain a TENs licence from Stroud District Council and you must supply us with a copy prior to the event.

  1. You must follow the Conditions of Whitminster Village Hall & Playing Field Charitys’ Premises Licence as set out below in accordance with The Licensing Act 2003.
  2. Alcohol must not be taken outside of the boundaries marked in red as set out in the map below.

 CONDITIONS OF PREMISES LICENCE

The Licensing Act 2003

  1. You must not sell or supply alcohol to anyone under 18 years of age (maximum fine on conviction is £5000).
  2. You must not allow someone else to sell of alcohol to anyone under 18 years of age
  3. You must not knowingly allow the consumption of alcohol on the premises by anyone under 18 years of age.
  4. You must not knowingly sell alcohol to any person who is drunk or for a drunken person’s consumption.
  5. Alcohol is defined as any drink with 0.5% of alcohol by volume. This includes all ‘low alcohol drinks’.

You must take account of the Licensing Objectives under the Licensing Act which are :

  • Prevention of Crime and Disorder
  • Prevention of Public Nuisance
  • Public Safety
  • Protection of Children

 

The Whitminster Pavilion Conditions relating to alcohol:

  1. No alcohol will be sold before 0900 and after 22.30 Monday to Saturday, before 1000 and after 22.00 on Sundays and before 1000 and after 00.30 on New Years Eve.
  2. No alcohol purchased in The Whitminster Pavilion will be consumed by anyone outside The Whitminster Pavilion and the boundary as described below in red in the map below:

  1. The Hirer must be present at The Whitminster Pavilion at all times that the alcohol is sold and consumed.
  2. Any person attempting to purchase alcohol who appears to be under the age of 25 shall be asked for photographic ID to ensure they are over 18 (Passport, Photo Driving Licence or Validate card) and the sale shall not be made unless ID is produced. The Challenge 25 Scheme will be employed.
  3. If glassware is used at any event then this must not be taken outside of the building and must be removed at the end of your event along with any glassware breakages – we do not have facilities for glassware disposal.

 

Premises License Conditions

as set out by Stroud District Council’s Licensing Authority

 

You can find these displayed on the wall in the lounge at the Pavilion.

 

IN THE EVENT OF A FIRE:

  1. Evacuate the premises immediately to your pre-defined gathering point.
  2. Call the Fire Brigade 999.
  3. Use the fire extinguishers – ONLY if safe to do so.
  4. If the School is in session, please ensure they are notified at reception or ring on 01452 740406.
  5. Call Booking Secretary as per the contact number on your booking documents.

N.B. The Pavilion has adequate means of escape in case of fire and these are clearly marked.

N.B.  In the event of a power failure, the exit signs will be illuminated automatically.

 

CONDITIONS OF PAYMENT OF HIRE CHARGES

Payment

  1. Spot hire charges /will be invoiced at time of making the booking if we agree the hire can be held. This will be subject to either full payment or a £25 non-refundable deposit that is to be paid within 24 hours of receipt of the invoice to confirm the event with any balance payable 7 days before the event.  Payment details can be found on the invoice.
  2. Regular bookings may be invoiced at the end of the month with payment to be within 7 days of receipt of invoice. Payment details will be printed on the invoice.

 Cancellation of Bookings

  1. Football & Cricket Bookings: Fixtures can be cancelled if the ground/weather conditions are considered unsuitable or dangerous or for other reasons. You will be required to notify us by making a change to said booking in the Hallmaster website which we will then authorise and confirm.
  2. Late cancellation (non-field events/bookings) – 7 days or less: Bookings will loose the non-refundable deposit.

 The Management Committee reserve the right to review all charges at any time with 1 months’ notice given annually.