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Hire of Gartmore Village Hall: Terms & Conditions

Hiring of the Gartmore Village Event is subject to our terms and conditions. Booking of the Hall is taken as confirmation of these terms.  Please also note the COVID19 specific rules below.  Please read these carefully and ensure that you and your users adhere to them - this is your responsibility.  In particular, note that you are required to complete a risk assessment and forward this to us in advance of your booking - we are happy to provide any assistance required.



General Conditions 

  • For the purpose of these conditions, the term HMG shall mean the Gartmore Community Trust.

  • For the purpose of these conditions, the term HIRER shall mean an individual HIRER, or, where the HIRER is an organisation, the authorised representative as recorded on the Booking Form.

  • The HIRER shall be responsible for the fabric and contents of the rooms and spaces they use during the period of hire.

  • The HIRER shall ensure that the minimum of noise is made on arrival and departure.  Hires will terminate at midnight (12pm) unless dispensation is given in writing in advance.

  • The HIRER shall ensure that no animals, except guide dogs, are brought into the Hall, without prior agreement in writing.

  • If a representative of the HMG is called out to the Hall during a hiring to remedy a situation caused by improper use of the Hall then an additional charge may be levied.  

  • The premises shall not be used for public entertainment outwith the hours of 9.00am to midnight unless special permission has been given by HMG.

Booking Procedure

  • Bookings can be made and amended via the Booking page on our website.

  • Before bookings can be made, all HIRERS must accept these Terms & Conditions.

  • No booking requests can be accepted from children under the age of 16.  The appropriate number of adults must supervise all children under 16.

  • Bookings are provisional until confirmed.  

  • The HIRER will have access to those parts of the Hall specified in the Booking and in the Confirmation of Booking.

  • All bookings must include sufficient set up and cleaning up time and will be charged accordingly. For large evening events this may require booking for a few hours before the event and the following morning. This will be shown on the on-line booking calendar.

  • HIRERS will be invoiced monthly according to the current published Scale of Charges.  Events may be charged in advance and a deposit may be required that will be returned after the hire when the Hall is left clean and in good condition.

Cancellation Policy

  • Bookings can normally be changed without charge.

  • Cancellation of bookings for which an upfront payment has been required will be charged as follows:  cancellation more than 3 months before the booked date, 10%, between 3 months and 1 month, 25%, less than 1 month, 90%.

HIRER’S Responsibilities

  • The HIRER will, during the period of hiring, be responsible for supervision of the premises, the fabric and the contents (to the extent impacted by the hirer’s activity), their care, safety from damage and the behaviour of all persons using the premises, whatever their capacity. Children are not permitted in the kitchen unless by prior agreement in writing.

  • The HIRER shall not use the premises for any purpose other than that described in the Booking Request 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.

  • No alcoholic drinks must be taken into the premises and no application for an occasional licence to sell or dispense alcoholic drinks may be made without consent from HMG.

  • 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.

  • The HIRER shall ensure that sub-contracted activities such as mobile discotheques, catering etc are fully insured against public liability for their operation. HMG has insured the Hall for Public Liability risks falling within their responsibility.

  • 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.  

  • The HIRER shall indemnify HMG 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.

  • The HIRER shall ensure that all children on the premises are under adult supervision at all times.

  • 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 HMG shall be at liberty to make an extra charge.

  • Under no circumstances should the summer ice table be moved. The table has been carefully levelled and any attempt to move it may not only affect this but also damage the table. This is the long covered table at the rear of the building.

  • 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. HMG will impose a charge to cover the cost of any additional work that may result from failure to observe this condition.

  • After the event, the HIRER must return promptly any keys provided for access to the Hall.

  • 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 Hall.

  • 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.

  • 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 Hall. Additional attendants are required if those participating are mostly teenagers and young people.

  • In addition to the HIRER, it is essential that all attendants should acquaint themselves with the location and use of fire equipment, the escape routes and the need to keep them clear and the necessity to close all fire doors. (see section below on Fire Regulations)

  • A generic risk assessment is posted in the Hall and given to HIRERS when they accept the Conditions of Hire.  The HIRER shall be responsible for the preparation and submission in advance to the Hall Coordinator of a supplementary Risk Assessment to cover any additional risks posed by the activities of the HIRER. Where specific events pose additional risks HMG will review and agree the supplementary Risk Assessment with the HIRER before the event.  

  • The HIRER shall make every effort to ensure that all accessing the Hall are made aware that parking is restricted in Gartmore, and advise any drivers to adhere to parking legislation, and to park with consideration of local residents and other visitors. We advise use of public transport/car shares.

Fire Regulations

  • In case of fire or suspected fire, first evacuate the building.  

  • Users must read all Fire notices and know locations of fire doors, exit routes, fire extinguishers, fire alarm call points

  • Except when in use (especially when the building is empty), all fire doors (all clearly marked KEEP SHUT, must be kept closed

  • All exit routes (mostly the corridors) must always be kept clear of obstructions, trip hazards and slip hazards.  Remember all escape routes must also be accessible to wheelchairs.  Cables should normally not be laid on floor but if there is no alternative, they must be properly covered with cable covers and must never cross escape routes (particularly they must not be laid across fire escape doorways).

  • When a function takes place in the main hall, the arrangement of chairs tables etc. must always provide clear escape routes.  The layout of auditorium style seating in the main hall (200 maximum), or tables and chairs, must always leave a clear 2m wide aisle across the hall directly between the two fire escape doors.  Clear escape routes must also be left running from front to rear of the hall.  For example, a central 1.5m wide aisle and two 1.0m wide side aisles from front to rear.  Alternatively, two 1.5m wide aisles with 4 chairs between the sidewalls and each aisle and the remaining chairs between the two aisles.  

  • No combustible waste material must be left outside against the walls of the Hall.

  • All electrical equipment brought in by Users must have a current Portable Appliance Test (PAT) sticker.

In the Event of an Emergency

  • In the event of an emergency please telephone the Hall Coordinator (07501 891 892. If the Hall coordinator is unavailable, please telephone any member of HMG (displayed on hall notice board.)

  • The HIRER shall note the location of fire-fighting equipment and comply with all fire precautions and evacuation procedures as per the “In Event of Fire” notices posted in the Hall.  Smoking is not allowed anywhere on the premises and the HIRER shall ensure compliance with this rule.

COVID19 Conditions

  • You, the hirer, are responsible for the completion of your own risk assessment relating to your hire.  A completed risk assessment must be provided to HMG at least 72 hours prior to your first hire and updated, as appropriate, for any subsequent hires.  You undertake to ensure all attendees comply with the actions identified in your risk assessment

  • You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.

  • You are responsible for ensuring that you and those attending your activity follow guidance provided by government, local authority, venue risk assessment and any appropriate sports’ governing body, relating to your specific use of the venue, including social distancing guidelines and restrictions on activities.

  • You are asked to keep a record of the name and contact telephone number and email of all those who attend your activity/event for a period of 21 days after the activity/event and provide the record for NHS Scotland Test and Protect if required.  Please make people aware why you are taking their details and ensure you destroy the record after 21 days.

  • You will be responsible for cleaning all regularly used surfaces (eg door handles, light switches, window catches, equipment, toilet handles and seats, wash basins) and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive.  Use the products supplied, which will be in a clearly accessible location. You will be required to clean again any surfaces or equipment your group may have touched on leaving.

  • You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had Covid-19 symptoms in the last 7days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the NHS Scotland Test and Protect system to alert others with whom they have been in contact.  You will ensure that GVH ([email protected]) is notified immediately if any attendees are diagnosed with Coved-19 or subject to Track & Trace restrictions.

  • You will ensure that the maximum number of attendees is such that physical distancing can be maintained at all times throughout your hire but in no circumstances shall be more than 13 for any physical exercise activity and 38 for any other seated meeting.  You will ensure that everyone attending maintains 2m physical distancing while waiting to enter the premises, and, whilst in the premises observe all mitigation measures including any one-way systems when using more confined areas, for example when moving and stowing equipment or accessing toilets. You will make sure that no more than 2 people use the toilets at one time.

  • You will bear in mind that particular care may be required to ensure that physical distancing and other mitigation measures are maintained for any persons aged 70 or over or likely to be clinically more vulnerable to Covid-19.

  • You will position furniture or the arrangement of the hall as far as possible to facilitate physical distancing of 2m between individual people or households and take mitigation measures such as seating side by side rather than face to face, and good ventilation. If tables are being used, you will place them so as to maintain a distance of at least 2 metres across the table between people who are face to face, eg using a wide U-shape.

  • You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided before you leave the hall.  These bags must then be taken home with you for disposal at home.

  • In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall they should leave as soon as possible. If they cannot do so immediately you should remove them to the Small Meeting Room (SMR), which is the designated safe area, from where NHS24 (dial 111) should be contacted, their symptoms reported and a test arranged if necessary. They should leave the building through the SMR's patio door.  Ask others in your group to leave the premises, observing the usual hand sanitising and physical distancing precautions, and advise them to launder their clothes when they arrive home.

  • We will have the right to close the hall if there are safety concerns relating to Covid-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.

  • Where attendees use their own equipment you will ask those attending to bring their own equipment and not share it with other members.  You will ensure that any equipment you provide is cleaned before use and after use.